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INSTRUCTIONS FOR COMPLETING

CERTIFIED FINANCIAL STATEMENTS OF ACTUAL EXPENDITURES

Last Updated: 7/12/10

INSTRUCTIONS FOR COMPLETING CERTIFIED FINANCIAL STATEMENTS OF ACTUAL EXPENDITURES

The Certified Financial Statement of Actual Expenditures form is for reporting your organization’s monthly and cumulative expenditures.

You must complete this form for every month of your contract's term and for each month beyond the term until you have reported all expenditures. You should submit the form no later than 10 calendar days prior to the end of the month following the reporting month.

You must submit this form even if your organization did not spend any contract funds in a particular month.

If your organization receives both Avenue NYC (CDBG) and City Council Discretionary (Tax-Levy) funding, you must complete a separate Certified Financial Statement of Actual Expenditures for each of your contracts.

Instructions for Form Entries

1. Organization – Enter the name of your organization.

2. Registration No. – Enter the Registration Number from your contract notification letter. This number was assigned to your contract by the Comptroller’s Office.

3. Agreement No. – Enter the Agreement Number from the cover page of your contract. This number is used to track your contract throughout its term.

4. SBS Contract Manager – Enter the name of your SBS contract manager.

5. Source of Funding – Indicate whether your contract is funded by Avenue NYC (CDBG) or City Council Discretionary (Tax-Levy) funds.

6. Reporting Month – This is the month for which you are submitting the report (i.e., the month in which your organization’s expenditures occurred). You do not need to make any entries in this space. There is a tab in the spreadsheet for each month of the contract year; please make sure that you are entering your monthly expenditures on the sheet for the appropriate month.

7. Date Submitted – Enter the date that your organization is submitting the Statement of Actual Expenditures.

8. Approved Budget – Enter your organization’s latest contract budget, as approved by SBS, in this column.

9. Actual Expenditures - For each item, enter your organization’s expenditures for the reporting month. You should keep books on a cash basis: count all checks as expenditures for the month in which they were written, regardless of whether the check(s) were released.

10. Adjustments – Enter any adjustments made during the reporting month. Adjustments can be made for items such as a voided check or for moving an expenditure amount from one budget line to another. Adjustments must also be made to reflect audit findings, including refunds for disallowed expenditures. Generally, adjustments should not be made to correct arithmetic errors.

Be sure to indicate whether an adjustment is an addition or subtraction by entering a negative sign (-) in front of the amount or by using parentheses. You must explain all adjustments on a sheet attached to the Certified Financial Statement of Actual Expenditures form.

11. Cumulative Expenditures – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Cumulative Expenditures designated for the previous months through the reporting month. The amounts in this column must equal your cumulative expenditures through the previous reporting month plus your actual expenditures and adjustments for this reporting month.

Your cumulative expenditures may not exceed the amount of funds in your budget as approved by SBS. If your organization's spending projections exceed your budgeted amount, you must submit a request for budget modification to SBS and SBS must approve the modification.

12. Subtotal Personnel – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Subtotal for Personnel expenses. This figure is the total for Payroll and Fringe.

13. Admin. Expenses – OTPS – Enter all OTPS (Other Than Personnel Services) expenses. OTPS expenses are expenses for items other than salaries and fringe benefits, and generally include items such as commercial rent, utilities, maintenance and repairs, supplies, telephone, and postage. 

Enter these expenses in the row for the appropriate Avenue NYC/City Council Discretionary-funded project area. “Other” includes all City Council projects that do not fit into one of the other project areas listed on the spreadsheet. You must describe any projects designated as “Other” in the space provided (abbreviate if necessary).

14. Subtotal -- OTPS -- When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Subtotal for OTPS expenditures.

14. Subtotal Program – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Subtotal Program. This figure is the total for all program expenses listed.

15. Total Expenditures – – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Total Expenditures. This figure represents the total for all items. (Total Expenditures = Subtotal – Personnel, Subtotal – OTPS and Subtotal – Program).

16. Funds Received Prior to Reporting Month – Enter the total amount of contract and other funds that you have received prior to the reporting month indicated on the top of the form. Do not count funds borrowed from another SBS contract or from private sources in this category.

17. Funds Received this Reporting Month – Enter the total amount of contract and other funds that you have received during the reporting month. Do not count funds borrowed from another SBS contract or private sources in this category.

18. Total Received – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Total Received. This figure is the total of all funds that you have received through the reporting month.

19. (Less) Cumulative Expenditures – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Cumulative Expenditures from the total expenses reported.

20. Funds Remaining – When you fill out the Certified Financial Statement of Actual Expenditures form electronically, the Excel sheet will automatically calculate the Funds Remaining. This figure represents the amount of SBS contract funds that have been disbursed to your organization but that you have not yet expended.

21. Checkbook Balance – Enter the net amount remaining at the end of the reporting month in your bank account dedicated to SBS funds. You must reconcile this figure with the bank’s statement on a monthly basis. Generally, the number is the same as the “Funds Remaining” figure unless there are non-contract funds included in the account.

22. Approval and Certification – Once you have completed the Certified Financial Statement of Actual Expenditures spreadsheet, print a copy and have it signed, certified, and notarized.

Each month, one program officer, one board member, and one person with fiduciary responsibility (e.g., your organization’s treasurer or accountant) must approve and sign the Certified Financial Statement of Actual Expenditures. The form must be certified by the person with fiduciary responsibility. The person who certifies the form is eligible to sign one of the approvals.

Note: if the amount of funds that SBS approves payment to your organization is less than the amount that your organization has requested, your SBS contract manager will inform your organization of the amount of contract funds that you will be receiving.